Recruiting Business Processes

Workday - Recruiting Business Processes

This guide is designed to assist Hiring Managers and HR Liaisons with the Workday Business Recruitment Process. Workday follows a preset flow, and it’s important to follow the steps below to avoid delays in the hire process. If you have any questions please review our Recruitment Frequently Asked Questions or contact HROE Recruitment, and we will be happy to assist you.  

Scroll this page to view the process steps.

1. CREATE JOB REQUISITION

Security Roles: HR Liaison (Preferred) or Hiring Manager

Result: Position Posted

To communicate information to Recruitment such as: salary information, applicant information to include in Job Requisition, and Supplemental Questions – please use the Additional Job Description field directly below the Job Description. Remember: Job Requisitions need a position. To create a position, see here for more information.

Instructions to Create a Job Requisition can be found on Workday Help → Use Workday → Recruiting → Create Job Requisition and Post Job (Word Document)

Work Day Approval Flow
  1. HROE Recruitment Partner
  2. Department Head
  3. Executive Approver (Division's VP)
  4. HROE Recruitment Partner Posts
2. APPLICANTS APPLY

Internal and External Applicants

Result: Applicants status will be Initial Review

Internal and External Candidates have the ability to withdraw their own applications
Remember: Job Requisitions have to be posted/advertised for a minimum of five days before they can be unposted.
3. INITIAL REVIEW

Security Roles: Recruiting Coordinator (Preferred) and HROE Recruiting Partner

Result: Move Forward to Screen or Decline

Review materials for each applicant for minimum education/experience

Hiring Managers should not review or act on applications in Initial Review.  Hiring Managers should only review Candidates in the Screen status since they have been determined to meet the minimum qualifications for the job requisition. 

Check for duplicates/internal applicants. See the Review for Duplicate Process here.


Instructions for steps in Workday
4. SCREEN

Security Roles: Hiring Manager (Preferred) or HROE Recruiting Partner

Result: Applicants will Move Forward to Interview or will be Declined

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox. Otherwise important steps may be skipped and cause delays in hiring.  

Do not Decline any candidate until you are sure the selected candidate will be hired.  If you are screening candidates prior to unposting the job requisition, you must enter all candidates in Screen status into the screening matrix. 

Instructions for Screening Applicants
5. INTERVIEW

Security Roles: Hiring Manager (Preferred) or Recruiting Partner

Result: Move Forward to References, Mover Forward to Offer, or Decline

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Set Interview Team
  • Interview team completes online evaluation of interview (this is not interview questions/documentation)
  • Check for duplicates task for Recruiting Partner
  • Manager makes Interview decision

Once you have selected your candidate for hire, STOP, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server.  Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes.  Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.

Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check

6. REFERENCES (OPTIONAL IN WORKDAY) – TASK TO BE COMPLETED AND DOCUMENTED OUTSIDE OF WORKDAY

Security Roles: Hiring Manager (Preferred) or Recruiting Coordinator

Result: Move Forward to Offer or Decline

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

REMEMBER: This status is optional for use in Workday. However, References will be completed and documented outside of Workday. HROE Recruiting Partner will check for duplicates.

Instructions for Checking References

Once you have selected your candidate for hire, STOP, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server.  Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes.  Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.

Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check

Offers must be documented in Workday, even if you are not using the Workday Offer template.

7. UPLOAD HIRING DOCUMENTS TO SECURE SERVER

Once you have selected your candidate for hire, STOP, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server.  Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes.  Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.

Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check

HROE Recruitment retains all documents related to recruitment processes. These documents must be sent to HROE Recruitment using our secure server. These documents include:

Using Secure Document Server, Go HERE.

Follow the directions on the form at the website. The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents.

8. OFFER

Security Roles: Hiring Manager (Preferred) or Recruiting Coordinator

Result: If Offer is Accepted, Move Forward to Background Check; If Offer is Declined, Decline

  • No action required by Hiring manager or HR Liaison in Workday
  • Background clearance email will be forwarded by HROE Recruiting Partner
9. BACKGROUND CHECK AND DEGREE VERIFICATION

Security Roles: For Background Check: HROE Recruiting Partner ONLY For Degree Verification: Recruiting Coordinator (Preferred) or Hiring Manager

Result: Processed, filed and reviewed by HROE Recruiting Partner, and Ready for Hire

  • For Background checks no action required by Hiring manager or HR Liaison in Workday
  • Background clearance email will be forwarded by HROE Recruiting Partner
  • Degree Verification form forwarded to candidate, completed/signed form submitted to secure server for processing

Using Secure Document Server, Go HERE.

  • Follow the directions on the form at the website
  • The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents
10. READY FOR HIRE

Security Roles: HROE Recruiting Partner ONLY

Result: Revise Hire OR Revise Job Change OR Revise Add Additional Job

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Recruiting Partner reviews documentation, verifies degree on file and completes first compliance checklist
  • Candidate receives tasks to complete:
    • Internal will receive two to-do tasks to complete and submit in Workday inbox
    • External will receive two tasks to complete and submit in external career site inbox
  • Recruiting Partner completes second checklist and submits as Ready for Hire task
11. REVISE HIRE AND ONBOARDING

Security Roles: Hiring Manager (Preferred)

This step initiates one of the following: Hire, Transfer, Promotion, Add Additional Job

  • When a Job Requisition is in progress, NEVER start a Hire or Transfer event outside the job requisition process. This will cause delays in the completion of the event.
  • Various tasks will generate to employee and others for the Hire
  • Transfer/Add Additional Job may have some onboarding tasks
  • When the Hire is successful, the Onboarding process will kick off with a To-Do task for the HR Liaison.  Read and follow the directions closely to ensure all steps are completed correctly.
  • Caution all new hires to wait for Onboarding steps to come to their Inbox to update any information about themselves.  They SHOULD NOT attempt to update information from the Workday worklets as this will cause a delay in Onboarding

Recruitment & Workforce Planning Contact Information

Email: jobs@tamu.edu  |  Phone: (979) 845-5154  |  Fax: (979) 847-8877
Location:  General Services Complex (Map), 750 Agronomy Road, Suite 1201
                 College Station, TX 77843-1255
Campus Mail Stop: 1255
Office Hours: 8:00 a.m. – 5:00 p.m. Monday – Friday
Texas A&M jobs website: jobs.tamu.edu